This video explains how to use the Incident Log to find, organise, export and manage incidents efficiently.

1. From the left-hand menu, select Incident Management, then Incident.
   • Note: New and updated incidents are recorded automatically, each with a reference number beginning with INC that cannot be edited.
2. Turn on the My Incidents toggle (top-right) to see only incidents where you are the Owner, Member, Notified User, Data Protection Lead or IT Lead.
3. Sort by clicking any column header (default is Reference Number); click once for ascending order and again to reverse it.
4. Select View to deselect columns you don't need (keep at least one), click Apply, and use Save View to keep it.
5. Drag and drop columns to reorder them; this saves automatically to your profile only.
   • Note: Column order changes aren't reflected in the View popup.
6. Use Search or Filter to find an incident. An orange dot shows an active filter; use Clear Filters to remove all filters, or Reset to return to a saved filter.
7. Understand the roles and limits:
   • Roles on an incident include Owner, Member, Data Protection Lead, IT Lead, Screening Reviewer, Notified User and Attachment Reviewer.
   • The user who creates an incident is automatically its Owner, and this can't be changed.
   • One Owner, Data Protection Lead and IT Lead per incident; no limit on members or notified users; one reviewer per attachment.
   • Owners can edit and delete; other roles can edit but not delete.
   • Tip: More than two members or notified users are grouped into one alphabetical pill that expands to show more.
8. Click Download (top-right) to export incident data, customised by search, filters, views or My Incidents; the file saves to your device.
9. Use the quick-access menu to add members, view revisions, close, delete or download an incident.
   • Note: Closing or deleting an incident also closes or removes all its associated risks, issues, lessons and tasks.

This video walks through creating a new incident and completing the incident assessment, from the initial screening to closure.

1. From the left-hand menu, select Incident Management, then Incident, and click New Incident.
2. Enter the incident title, the name of the person reporting the incident, their email address and telephone number.
   • Note: The incident title and reporter name are mandatory.
3. Choose Save and Close to return to the incident log, or Save and Add Details to go straight to the assessment form.
4. Complete the Background step (the preliminary screening) and indicate whether a full incident assessment is needed:
   • Yes – complete Completion Required By; Save and Exit becomes Save and Next, taking you through Investigation, Risk and Impact, and Outcome and Closure.
   • No – fill in the explanation, review required by, review status and next review date.
   • Don't Know – similar review-related fields appear.
   • Note: With No or Don't Know, the remaining steps stay disabled.
5. Check the top of the form for the incident title and a reference number prefixed with INC (including the date and a unique identifier), which cannot be edited.
   • Tip: Tooltips provide guidance throughout the form.
6. If the incident is classified as Security and Systems, or Both, complete the extra step 2A S&S investigation – usually done by the IT lead or IT team.
7. In the Investigation step, identify any third parties, such as data processors or vendors, and document processing responsibilities. Select data subjects and their personal or special category data; they appear as pills.
   • Tip: Use +Other to add an unlisted data subject type for your whole organisation; the Answered pill shows the total selected.
8. In Step 3: Risk and Impact, selecting Yes, No or Possible reveals sub-questions and comment fields; impact and likelihood combine to calculate a risk score automatically.
   • Tip: Click Overview for a visual summary of the risks; the same applies in the Communication section.
   • Finish the step by selecting an Assessment Decision and Proposed Action and indicating whether the Regulatory Authority has been informed.
9. In Step 4: Outcome and Closure, use +New to add a risk, issue, lesson or task – each is added to the Summary of Activities table.
   • Tip: Use additional notes and attachments to keep extra details in one place.
10. At the bottom of Outcome and Closure, record the Status, Closure Date, Approved By and Reason for Closure.
    • Note: Closure By is filled in automatically with the logged-in user and cannot be edited.